The American Educational Research Association seeks a Meetings Manager to join the meetings department. The department is a key part of a forward looking organization that takes pride in excellence and innovation. The Meetings Manager will work as part of a 4-person team in the planning and execution of programmatic and logistical aspects for AERA meetings and events. The association holds a major Annual Meeting of 15,000 attendees, over 2,600 sessions, and 100 exhibitors.
The association also convenes approximately 30 small meetings, workshops, and conferences ranging in size from 10-150 people and a major annual public lecture in Washington, D.C. The Meetings Manager will work collaboratively within and across all departments and will report to the Meetings Director.
CMP preferred with six to eight years of direct meeting planning experience; at least three years in a supervisory or related administrative position; experience must be in an association or meeting-related organization excellent computer and submission management database skills.
Duties and Responsibilities
Negotiate hotel/facility contracts and book assigned meetings as required;
Liaison with hotel/facility, sales, convention services, catering personnel, AERA Housing bureau, registration coordinator, and others as assigned;
Research suppliers and destination information, compile information, and make recommendations for use by Director for evaluation;
Assist in the development of food & beverage menus, input meeting sets and needs into event resumes for communication to hotel/facilities.
Review BEOs for accuracy;
Experience managing audio visual requirements for meetings of all sizes;
Assist in the writing and design of pre-meeting material including the AERA Web site, program, and other items as directed;
Manage on-site meeting operations such as, but not limited to, pre-meeting planning, room sets, and food & beverage orders;
Manage and assist in the program development process;
Review printed and Web material for accuracy and completeness of logistical and contract-related information and content;
Work with the staff leadership team in coordinating meeting requirements;
Assist in the post-meeting financial reconciliation, to include billing, invoicing, and transfer of funds;
Liaison with meeting attendees (members & non-members) in all aspects of association activities, but specifically concentrating on meeting logistics;
Maintain contacts with divisions, and other units of the association to facilitate all AERA meeting functions.
Work with affiliate groups in assigning appropriate meeting space and remaining point of contact throughout the planning process
Manage members emails regarding the Annual Meeting. In time provide guidance and support to junior staff on how to answer inquiries.
Support association leadership in managing of their special events at the Annual Meeting, including offsite events, receptions, and preconference events
Experience managing large volunteer program committees, preferably for an educational, scientific, or medical association.
Work with Director of meetings to manage the Annual Meeting program creation process, provide leadership, guidance and support to the Annual Meeting program committee and 300+ program chairs. Lead program chairs in establishing peer review panels, reviewing submissions, and creation of final Annual Meeting program.
Develop and approve department policies and procedures
Monitor contracts to ensure most efficient use of AERA funds;
Review and monitor financial arrangements and expenditures;
Travel and work on-site at the annual meeting;
Participate in professional associations with the end goal to network and to stay current in meeting planning field.
Skills and Qualities:
Knowledge of event/meeting planning processes including scheduling, programming, and soliciting bids;
Excellent organization and time management skills with the ability to handle multiple projects simultaneously in a deadline oriented environment;
Strong written skills for communication with leadership and members;
Experience creating RFPs
Strong database management skills;
Ability to think analytically for a very large, very complex meeting that spans across many properties, with over 2,500 sessions spanning over a 5 day period
Ability to travel to meeting sites;
Experience in budget development and implementation;
Ability to work well with staff members, AERA members, conferees, vendors and others;
Fine attention to detail with ability to have the larger picture in mind;
Background in association management.
Excellent computer and database management skills;
Proficient ability using Microsoft Word, Excel, Outlook e-mail, and Power Point.
The American Educational Research Association (AERA), founded in 1916, is concerned with improving the educational process by encouraging scholarly inquiry related to education and evaluation and by promoting the dissemination and practical application of research results.
AERA's more than 25,000 members are faculty, researchers, graduate students, and other distinguished professionals with ric...h and diverse expertise in education research. They work in a range of settings from universities and other academic institutions to research institutes, federal and state agencies, school systems, testing companies, and nonprofit organizations. Based on their research, they produce and disseminate knowledge, refine methods and measures, and stimulate translation and practical application of research results.
AERA is international in scope. Nearly 14% of members, representing over 96 countries, reside outside the United States. Over 30% of AERA members are students—approximately 7,750 graduate students and 230 undergraduate students. Over three-quarters (78%) of AERA members report that education is the field of their highest degree. Other disciplines represented by AERA members include psychology, statistics, sociology, history, economics, philosophy, anthropology, and political science.